The Villiage of Hillcrest, IL
The Villiage of Hillcrest, IL

10/10/2018-Minutes-October 10, 2018-Regular Monthly Meeting




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10/10/2018-Minutes-October 10, 2018-Regular Monthly Meeting

VILLAGE OF HILLCREST 

Wednesday, October 10, 2018

Regular Board Meeting

7:00PM

 

The Regular Board Meeting of the Village of Hillcrest was opened with the Pledge of Allegiance. Present and answering roll call were Trustees Randy Salsbury, Jason Fore, Jeanie Sparacino, Pamela Pittman and Tim Ball. Also present were acting President Rich Elliott, Village Clerk Dawn Bearrows, Treasurer Deborah Argetsinger and attorney Paul Chadwick. 

A motion was made by Trustee Sparacino, seconded by Trustee Ball to approve the minutes from September 12, 2018 Regular Board Meeting. Roll call vote: Elliott; yes, Salsbury; abstain Fore; abstain Sparacino; yes Pittman; yes Ball; yes Motion carried.

Treasurer Deborah Argetsinger presented the treasurer’s report.

A motion was made by Trustee Sparacino, seconded by Trustee Pittman to approve the Treasurer’s report as presented. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

 

A motion was made by Trustee Salsbury, seconded by Trustee Sparacino to approve the bills as presented. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

A motion was made by Trustee Fore, seconded by Trustee Ball for Executive Session for approval and appointment of Dawn Bearrows for Village Clerk and Deborah Argetsinger for Treasurer. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

Members exited for Executive session at 7:06PM and returned at 7:16PM. Motion to return to regular session by Trustee Fore, seconded by Trustee Pittman. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

Motion by Trustee Sparacino, seconded by Trustee Pittman to approve Dawn Bearrows, clerk and Deborah Argetsinger, treasurer. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

At this time Dawn Bearrows and Deborah Argetsinger were sworn in and took the Oath of Office.

DEPARTMENT REPORTS

Finance: None

Water: Hydrant flushing will begin next week with Maintenance staff Dan Garcia and Brett Fraser. Billing and delivery for Viking Chemical will be changed to automatic delivery based on usage rather than a special order each time chemicals need replenishing. This will avoid running out of chemicals, emergency deliveries and will save money on delivery charges.

Ordinances: Trustee Fore reported there were many trees that overhang into the street that need to be trimmed to allow for proper clearance of maintenance vehicles, especially for snow plowing. They will begin trimming trees within the next 2 weeks. Trustee Ball started discussion concerning parking violations with some residents disregarding the ordinance; and burning during windy conditions.  Trustee Fore noted that if any trustee is notified as to a fire or smoke nuisance, they can contact the party doing the burning to either extinguish the fire or contact the fire department. Lastly, Trustee Ball added the issue of old, non-working vehicles needs to be addressed and resolved. 

Streets & Grounds:  Trustee Fore reported hydrant flushing and maintenance will take one week to complete. Speed bumps have been removed from Hillcrest Ave, the other set to be removed at a future date. Major service completed on the village lawnmower and the blue village truck needed a lot of repair, that has been completed. Prep for road salt has started.  Trustee Fore also asked that the board look into a village wide alert system that could be used to advise of water issues and other urgent news for residents.

Building & Zoning: Nothing at this time.

Health & Welfare:  Nothing at this time.

Village Attorney: Nothing new, will add to old business.

Administration: There was a letter folding machine found in the closet that the members were unaware of. It has been set up in the office and will save many hours of manually folding water bills and notices.

Police Department: There is no longer a police department for the Village.

PUBLIC COMMENT:  

There was no public comment at this time.

 

OLD BUSINESS

Attorney Chadwick presented information concerning solar farm usage and grant of permits. Since there was no Clerk, the ordinance and grant could not be signed. Now, with the appointment of a new clerk, he will continue with Rich Elliot and Mrs. Bearrows to get the appropriate documents signed.

 

NEW BUSINESS

Trustee Fore presented 3 bids for tree and stump removal for 10 trees throughout the village. Bid range is from $2000 to $2400 for this service to come from the administration budget. A motion was made by Trustee Elliott, seconded by trustee Ball to approve A-1 Tree Service. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

BERNIE MRUGALA: Addressed capitalization and depreciation expenses and how they affect water and sewer rates based on a $40,000 threshold. Raised well work equipment budget to $5000. Removed police equipment as it was a double classification. New software installed by Sensus for the handheld meter reading device. The handheld device itself will need to be replaced in the near future. Remote reading sensors will cost $135 per unit, with meters themselves costing $145, with the annual cost of a meter is $2.33 per household over the course of its lifetime. This information will be taken into consideration to determine base rates for service. Currently there are 40 non-reading meters or remotes, resulting in estimated readings. Suggested new equipment and adjusting customer bills accordingly. Outstanding accounts Receivable: there are several closed accounts that need to be collected. Issues with Landlord/tenant accounts, need verification on ordinance to proceed in collection of outstanding bills. New employees: Deb Argetsinger has been training and working on all accounts payable and payroll. Dawn Bearrows has been training in utility billing and payments and adjustments with no issues. Also service transfers. Confirmed that the decision for new employees was a good one and within a couple months things should be running smoothly.

CARL BAXTER 

Presented information on water system Improvement funding and grant applications. Reviewed background information on IEPA warning concerning nitrate levels. On May 14, 2018, the IEPA accepted a compliance from the village, and considers case closed as long as the Village continues to find a permanent solution to the nitrate issue.

Presented Project Plan and Loan Assistance Program from the IEPA. Discussed developing a long-term plan and application of funds for piping replacement and system improvement.  Project nomination needs to be submitted by January, 2019.

Presented 2018 Chip/Seal program has been completed. There have been corrections made to the 2019 plan to include Bethel Road. There is a need to adopt a plan for water, sewer, and road repair based on water and sewer system needs, then complete new roads. Trustee Fore has worked with the engineers to start work on a plan for the improvements of the roads that will need more than just chip seal work.  Trustee Ball stated that whatever the decision for improvements, there needs to be an established plan for future board members to keep continuity and progress for the benefit of the residents of Hillcrest.

 

Police Vehicle: Ogle County is currently policing the Village, with the same protection as a subdivision. Since there is no police department, we don’t need to maintain a police vehicle. Trustee Fore stated that the village would be better suited with a small pickup truck rather than a car. Also, that he wants to know the number of calls monthly that go to and are responded to by Ogle County. Trustee Ball stated that speed bumps could be a good resolution to speeding in the Village.

 

Ordinance Officer: It was decided that in order to explore the option of an ordinance officer, there would first need to be an accurate and detailed job description. 

 

Truck Route: The Truck Route Ordinance will be amended to reflect the signage.

Motion to approve the amendment by Trustee Fore seconded by Trustee Salsbury. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; no, Pittman; no, Ball; yes. Motion carried.

Employee Handbook: President Rich Elliott presented recent findings that time cards and pay periods do not match what is written in the handbook.  It was stated that these need to be brought up to date along with other wordings that need to be brought up to date. There has been no update or revision of the handbook since April, 2015. Motion to approve updates was made by President Elliott, seconded by Trustee Sparacino. Roll call vote: Elliott; yes, Salsbury; yes, Fore; yes, Sparacino; yes, Pittman; yes, Ball; yes. Motion carried.

Motion to adjourn made at 8:29PM by Trustee Sparacino, seconded by Trustee Salsbury. All in favor say Aye. All Ayes. Motion Carried.

Minutes taken and prepared by Village Clerk Dawn Bearrows.



Posted: 12/6/2018 | Updated: 12/6/2018